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What is management?
The term management can be defined in the following ways:
1. As a group of people whose job is to direct the efforts of others in the organization
towards the attainment of the organizations objective
2. Management as a process refers to the process by which management directs actions in
the organization towards the achievement of organizations goals through the functions
of planning, organizing, controlling, staffing and so on.
3. Economists define management as a resource or as one of the factors of production
together with capital, land, labor and entrepreneurship. In this context management is
bought and developed so as to increase the firms productivity and profitability.
4. Organization theorists view management as a system of authority. Management in this
approach is defined in terms of the rank and position it occupies in the hierarchy of an
administrative system. Management occupies a certain position in this administrative
hierarchy and plays a certain role in the system with regard to decision making, control
and other aspects of the organization.
5. Sociologists view management as a class and status in the social system. In a social
system management occupies a certain position. Entrance to this position in the social
system is based more and more on education and knowledge and ability to analyze
organizational issues and make good decision.
Management theory
Management theory means a theory about management. It is a body of knowledge created
through scientific (systematic) method. It consists of principles and concepts. These concepts and
principles have been determined through observation of events and facts and has established
causal relationships and associations of the events and facts. Where these associations and
relationships have been established to be true after long periods of observation and association
the principles are given and are used to predict what can happen in similar circumstances.
Principles could be descriptive prescriptive or normative. Descriptive principles describe
relationships between variables. Prescriptive (or normative) principles recommend or propose
what should be done to achieve certain results. Management principles are prescriptive because
they propose what should be done to achieve organizations objectives. Therefore management
theory is a body of knowledge created or developed through a method of science and consists of
principles and concepts that advise management on the things that should be done about
organizations so as to achieve desired results.
Many scholars and managers have found that the functions of management are facilitated by the
existence of clear organization knowledge. This knowledge (or management theory) consists of
concepts, principles and variables and their relationships. This body of knowledge has been
created, developed, used and tested for many years. The process of creating, developing, using
and testing this theory or knowledge continues today. The managers of today use the theory to
perform his management functions. The main functions of a manager are:
1. Planning
2. Organizing
3. Staffing or the human resources management
4. Leading
5. Controlling
The goals of managers and organizations are to achieve organizational goals. Most organizations
seek to achieve profit or surplus. The function of managers is to establish an environment in
which people in the organization can accomplish organizational goals. Since organizational goals
are achieved with the use or resources, and resources are limited, managers must help
organizations achieve their goals with the minimum of resources or accomplish as much as
possible with the available resources. This requires a systematic process and use of knowledge
and theory. The use of management theory helps managers accomplish organizational goals more
effectively and efficiently.
Theory alone however is not enough. The 21st century organization is facing challenges that
make management a challenging task. Experience, tact, creativity and innovation are essential
ingredients of the 21st century organization manager. Globalization, technology, and other
environmental challenges make the function of management quite challenging. In managing the
organization today, theory helps a great deal. However, you need more than theory to tackle the
challenges.
Managers also face a challenging external environment. The complexity the size and variability
of this external environment requires a systematic way of dealing with it. Not only do managers
need an understanding of this external environment, through knowledge of existing theory, they
must also apply the theory if they are to deal with the complexity and variability effectively. And
since we are in a competitive environment, and competition is using knowledge (or theory) to
deal with the challenges of the external environment, failure to use the theory leaves one at a
disadvantage.
The internal environment is also a challenge to the management of the organization. The modern
employee and his demands must be satisfied. His or /her need for a variety of needs, his
variability and diversity, his knowledge and goals, require a more systematic management, using
theory. The processes such as conflict and stress that abound in a modern organization require
theory.
THEORIES OF MANAGEMENT
PRE-CLASSICAL PERIOD
During this period management theory existed basically as set of concepts and principles used in
organizations by managers to achieve efficiency and effectiveness
The Roman Empire
The extensive bureaucracy of the Roman Empire could not have been maintained in such a form
and for such a long time without the application of a management theory that we know today.
The Chinese Empire
The construction of the Great Wall of China could not have been accomplished without the
sophisticated administrative and bureaucratic structures we know today.
The Pyramids of Egypt
The pyramids of Egypt could not have been completed without sophisticated organization
practices and structures of the modern period.
The Catholic Church
The Catholic Church has also practiced many elements of classical theories for almost two
thousand years.
THE CLASSICAL THEORIES
Evaluation
(1)
Most of the characteristics described by Max Weber truly describe an ideal organization.
They described what should be rather than what is. However, to the extent that
organizations aspire to achieve the characteristics described by Max Weber, their efficiency
and effectiveness can be maintained.
(2)
Some of the aspects envisaged by Weber, however, have sometimes taken on a negative
meaning e.g. being associated with endless rules and red tape.
Administrative Theory
This theory was largely developed by Henri Fayol (1841 1925) who was a French industrialist.
He described a number of management principles that go towards capturing the entire flavor of
the administrative theory of management. Some of those principles are:
i) Division of work (or specialization)
One should work at activities in which he/she has comparatively higher skills. This should
lead to higher productivity.
ii) Authority and responsibility
Authority is right to give orders. Each person should have an appropriate authority to go
with the given responsibility. Responsibility is the task to be accomplished.
iii) Discipline
There must be respect and obedience to the rules and objectives of the organization.
iv) Unity of Command
To reduce confusion and conflicts each member should receive orders from and be
responsible to only one superior.
v) Unity of direction
An organization is effective when members work together towards the same objective.
vi) Subordination of individual interest to general interest
The interests of one employee or group of employees should not prevail over that of the
organization. Rather, the general interest must be maintained as paramount.
vii) Remuneration of personnel should be fair not exploitative, and should reward good
performance.
viii) Centralization
A good balance should be found between centralization and decentralization.
ix) Scalar Chain
There is a scalar chain or hierarchy dictated by the unity of command linking members of the
organization from the top to the bottom.
x) Equity
Kindliness and justice, largely based on predetermined conventions, should prevail in the
organization.
xi) Stability of tenure of personnel
Job security should reward good performance.
xii) Initiative
A manager who has initiative, and can get others junior to him to do it, is far superior to the
one who does not have this ability.
xiii) Esprit de corps
Unity is Strength- superior performance comes from working together; thus, everyone in
the organization should be encouraged to work together and have a sense of belonging.
xiv) Technical ability
Technical ability predominates lower down the ladder and management ability higher up.
Fayol emphasized the importance of planning, organizing, commanding, coordination and
controlling in organizations. Fayol recommended rational selection of and training of workers
together with professional training for managers.
Evaluation of Administrative theory
1.
2.
3.
The administrative theory is power centered. It is thus in philosophical conflict with those
who desire limited individualism.
4.
5.
Specialization
Unity of command
Discipline
(ii) It also introduces essential principles that even today lead to organization efficiency.
Scientific Management Theory
First developed by Fredrick W. Taylor (1856 1915) a mechanical engineer in the United States
the Scientific Management can be defined as:
The application of scientific method of study, analysis and problem solving to organizational
problems.
Or
Scientific Management focuses its unit of analysis on the physical activities of work. Scientific
management deals with the relationship of a worker and his or her work. Thus, this is emphasis
on man-machine relationships with the objective of improving performance of routine, repetitive
productions tasks.
Scientific management advocates for an empirical detailed study of each job to determine how it
could be done most efficiently.
The basic assumptions of scientific management theory are:
Improved results in organizations will come from the application of the scientific
methods of analysis to organizational problems. In other words, the scientific
Develop a science for each element of mans work in order to maximize the
organizations output.
Scientifically select and then train, teach and develop the worker.
Management should heartily cooperate with the workers so as to ensure all the work is
being done in accordance with the principles of science.
There is almost equal division of the work and responsibility between management and
the workers. The management should take over all work for which they are better fitted
than the workers, and the workers should do the work for which they are better fitted.
Application of the piece rate principle: This is the principle by which workers are paid
by piece rates on the basis of standards set by motion and time studies rather than on
other basis. Piece rates are effective in motivating workers. Tailors piece rate system
was called the differential piece rate system. Under this system, workers were paid a low
piece rate up to a standard (a standard was based on a first class man performing under
average conditions). At higher levels of output the worker was paid a hire rate.
Tailors recommendations were designed to reduce the inefficiencies and the wastefulness of the
past through practicing scientific rather than rule of thumb methods.
Evaluation of the Scientific Management Theory
The basic problem with the scientific management theory is that it assumed man to be purely an
economic man interested only in the satisfaction of his basic needs. His rationality and
motivation were purely financial/ materialistic. These assumptions were not realistic and man
was motivated by more than his basic needs as later proved by the neo-classists.
Comparison of the classical theories
i) The theories were mainly developed during the early part of the 20th century.
ii) The three streams were formed on similar assumptions about organizations organizations as
a structure of relationships of human beings with goals, objectives, roles, activities, power etc
that exist when persons work together.
iii) Their main goal was to find out what needs to be made to organization structures and
relationships to improve efficiency in the organizations.
iv) They considered the environment to be either static or to have an insignificant role in
organizational efficiency
However the three approaches had the following dissimilarities:
i) They were developed by separate groups of writers working totally independently of each
other:
ii) Bureaucracy developed mainly by sociologists who generally took a scholarly point of view
iii) Administrative theory and scientific management developed by writers who were practicing
managers; they were not merely content at describing organizations, they prescribed practical
purposes for better organizational performances.
iv) Administrative theories focused on overall relatively macro aspects of organizations. The
scientific management theory looked at the micro aspects the worker, and the foreman.
Bureaucracy also looked at the macro aspects of the organization.
THE NEO-CLASSICAL THEORIES
Because of this dislike for work, the workers must be directed, tightly controlled and
pressured to get them to work towards organizational goals.
iii)The average person wants security, avoids responsibility and has little ambition.
Theory Y assumptions
i) The average person does not dislike work
ii) If a person is committed towards a set of goals, he will work towards them without an
external control.
iii)Goal commitment follows from the satisfaction of a persons desire to achieve
iv)The average person can learn to accept responsibility. Lack of ambition is not a basic human
characteristic.
v) Creativity, ingenuity and imagination are human characteristics that are unduly dispersed in
the populations
Modern organizations only partially tap the potential of its workers.
Maslows Hierarchy of Needs
Abraham Maslow was born in New York in 1908: He trained as a psychologist and became an
academician. He identified five distinct needs of human being arranged in a hierarchical order.
He argued that the needs must be satisfied in that order or they will not motivate. A person had to
satisfy the needs at the lower levels first before he could move up the hierarchy. In ascending
order the five levels in Maslows hierarchy of needs are;
Physiological needs; Hunger, thirst, sleep; only when these basic needs are satisfied do other
needs begin to emerge.
Safety needs The desire for security and protection against danger.
Social needs The need to belong to gain love and affection to be in the company of others
especially friends.
Esteem Needs These reflect a persons desire to be respected esteemed- for their
achievements.
Self- actualization needs Self-actualization is the need to achieve ones full potential. This
may vary from person to person and indeed may vary over time. For this reasons self
actualization is a continuously evolving process throughout a persons lifetime.
Work Groups recognizes the existence and the importance of informal groups in
organizations.
iii Participatory Management emphasizes the need of involving employees in decision making
especially on things that affect them.
Contingency theories basically reject the one best way approach to management and
organizational structure. The structural and management styles adopted are dependent
(contingent) on the situational (contextual) variables facing the organization. The contingency
theories relate to how the organizational structure adjusts to fit with both the internal
environment such as work technology and the external environment such as economic or
political/legal. Contingency means that one thing depends upon another thing or that one
characteristic depends upon another characteristic. What works in one setting may not work in
another setting. There are no universal principles that apply to every organization. There is no
one best way. The most efficient organizational structure may be contingent upon the size,
technology or strategy and since organizations are open systems, its environment.
The main contingency variables are: Technology, Environment, Size, Strategy, Culture and
Growth.
MODERN THEORIES
1 TQM (Meaning of) a company wide effort that includes all employees, suppliers and
customers, and seeks to continuously improve the quality of products and services to meet
customer expectations.
2 Under TQM employees are encouraged to participate in the improvement of quality and to find
and solve problems that affect productivity.
3 Customer focus: The entire company is directed towards customer satisfaction
4 Strategic Planning and Management: Managers must make long-term commitment to
improving the quality of their product
5 Continuous Improvement: Managers should not expect their companies to reach high quality
productivity levels over-night. A step by step approach is much more realistic.
6 Empowerment and Teamwork: Since quality is attained through all employees, and not just
managers, a great deal of teamwork among all workers and across all levels of the company
must occur. Such teamwork is required not only vertically (i.e. among top, middle, and
lower, level managers and employees) but also horizontally (i.e. within and across
departments). In additional inter organizational team work between the company and its
suppliers is needed to fully integrate suppliers capabilities with those of the company.
Peter Drucker (1995)
Druckers main contribution to management theory is in three areas namely:
1
Management has to consider both the present and the future: both the short run and the
long run. Where the future and the present are not both satisfied, where their
requirements are not harmonized, or at least balanced, the interest of the business is
endangered, damaged or destroyed. Thus management has the responsibility of ensuring
that the present is not only efficiently managed but that efficiency is harmonized with the
future.
v) Administration and Entrepreneurship
Administration means getting the most out of what already exists. Entrepreneurship
means creating, innovating and bringing new things for a better tomorrow. But to create
a better tomorrow begins by making todays business successful. Thus the job of a
manager is making todays business successful in terms of administrative and economic
efficiency thus ensuring the success of the same business tomorrow. Thus he is
concerned with the efficiency of todays and tomorrows and therefore he/she creativity
and innovation to create better ways to enable survival for tomorrow.
2 Druckers other contribution is the philosophy of management by objectives. This philosophy
emphasizes that senior managers should establish long range goals. Lower level managers
should actively participate in setting those goals. In addition each manager should set his/her
own goals. Each managers goals become the source of self control of his performance
3 Druckers other contribution is his proposals about what is likely to happen in the future (until
about 2010). For him the future (i.e. 21st Century first decade) there will be:
i
ii
iii
iv
The evolution of society into three sectors: business; government; and non-profit
the later will be interested only in social development. The Non-profit sector
will be characterized by volunteer services.
vi
A world economy in which world markets will become more important than
domestic markets.
Customers influence what is performed within the organization and the standards applied to
evaluating that work.
Organizational charts fail to capture the network of influence and relationships that characterize
the workplace.
The challenges that will face management in the near future
Knowledge workers will not have a traditional contractual relationship with employers.
Instead they will rent their professional skills and knowledge on a freelance basis to different
companies at different times.
The corporate headquarters will evolve into heart centers, where emotional intelligence fuels
creativity, innovation, and entrepreneurial spirit.
Downsizing, upsizing, rightsizing, growth, and stabilization all will be welcome forms of
sizing the companies. People will have coping mechanisms that will prepare them for any
shift.
In the future, productivity will be driven by speed and efficiency rather than the staff hours
dedicated to a project
Internet speed workplaces will radically transform the world of work, making work across
multiple time zones and irregular schedules more and more common.
People wont work for organizations where they dont get a share of the profits and where
work/life balance is not a given.
Companies will no longer decide which benefits an employee needs. Instead employees will
log on to their companys website to customize their benefits programs.
People will feel an increasing ownership of their destinies, lives and careers; living skills will
be just as important as professional skills.
The boundaries between work and school will blur. Learning will be centered around
professions and trades, and there will be more mentor/apprentice relationships with internet
based coaching provided by people one has never met.
A digital divide will emerge separating employees who are tech-savvy and those who arent.
Smart companies will invest more in human capital and become virtual universities to narrow
the gap.
The fortune list of companies will become less of an economic force. There will be new
forms of stock trading, where businesses will be valued according to their contributions to the
local and global communities.
Importance of Managers/Management in an organization
Management is the;
Most strategic resource:- enables the organization to formulate, implement, and achieve its
goals
Most expensive in terms of societys capital and the employers direct investment
Managers determine the efficiency of other organizations resources, workers, physical
resources, reputation, financial and organizational resources.
Where a business reaches a certain size, in terms of horizontal, vertical, or spatial complexity,
when a variety of tasks have all to be performed in cooperation, synchronization and
communication, then a business needs managers and management.